Transcript Slide 1

Workforce Performance Report
November/December 2014
Jayne Halford
Deputy Director of HR
Caring, safe and excellent
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Headline HR KPIs
Turnover – Target 12% - Actual 12.91%
The downward trend in turnover is continuing since the
peak in August 2014. Turnover in December 2013 was
12.17% so there were 40 more (avoidable) leavers in 2014
than in 2013; starters in November were double the number
of leavers. The main reasons for leaving over the last 3
months remain voluntary resignation and retirement; of
those that we can control voluntary resignation is the main
reason.
Sickness – Target 3.5% - Actual 4.36%
The sickness absence rate has fallen slightly overall and is
approaching the 2013 figure for December of 4.01%;
the 2012 figure was 4.45% (but in that year flu levels were
higher). Unsurprisingly the main reason for short-term
sickness absence is coughs, colds etc. In terms of longterm sickness absence stress etc. now accounts for onethird of sickness absence. The stress management policy
is currently being reviewed.
Bank and Agency- Limit 5% Actual 6.63%
Bank and agency usage continues to be above the
previous year whilst vacancy rates have fallen yet again.
One issue is the underperformance of the new agency
framework introduced in April 2014; contracted staff in
December was at its highest level since March 2014.
Vacancies: Limit 9% - Actual 5.31%
The number of posts advertised has been declining steadily in
the last quarter partly due to seasonal reduction but in line
with turnover coming down. It is anticipated that this will rise
again slightly in the coming quarter.
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Headline HR KPIs - Sickness
Sickness Reasons
Stress continues to be the highest reason for
sickness overall although as stated overleaf
accounting for over one third of long term
sickness absence. Long term sickness absence as
a percentage of all sickness dropped this month
which is in line with the increase in short and
mid-term term sickness related to seasonal
illness.
Mindfulness days have been held throughout the
Trust.
E-WIN (Workforce Information Network ) reports
a range of 3% to 7.27% sickness (a Trust in the
North-West) for October. Oxford Health at
4.56% for October is mid-range of those who
take part in this benchmarking.
The HR Department has been assessing the
possibility of contracting FirstCare, a sickness
management system staffed by clinical staff with
in-built notification to managers. A paper
including costings has been completed and is
under consideration.
Short Term Sickness
Adult Services is bucking the trend being the one
division that has had an increase in short-term
sickness absence.
The trend for short-term
sickness shows a drop for 2 months running
which is contrary to what one might expect given3
the season.
Directorate Performance – Headlines
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Directorate Performance – Headlines
C&YP Directorate :
Turnover December 12.0% V 12.0% Trust Target
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We have seen a slight increase in turnover from last month of 0.4%, turnover remains lowest % across all
Directorates except Corporate. Highest turnover is within Dental Services at 21.56% followed by Swindon, Wilts
and Banes at 13.16% and Specialist Services at 12.62. The increase in turnover in Dental is a reflection of the
management of longstanding ER cases, mostly sickness related.
Sickness December 2.9% V 3.5% Trust Target
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Sickness absence has seen a decrease from last month of 0.28% and remains the lowest % across the Trust. Long
term absence is currently 1.24% - a reduction from last month of 0.14%. This equates to WTE days 929 lost (last
month 1048). Dental sickness absence had previously been high but is now decreasing, reaching 4.19% having
been 5.79% last month.
Bank & Agency December 5.0% V 5.0% Trust Target
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Agency accounts for 5.0% and this remains reasonably stable across the Directorate.
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Directorate Performance – Headlines
Adults Directorate
Turnover December 13.5% V Trust Target 12%
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We have seen a very small decrease in turnover since last month. The turnover in driven by the yearly intake of
PWP trainees in Psychological Therapies in April and September. The training attracts candidates from throughout
the country so when the training ends staff leave to take up roles closer to home. We are assisting with the next
intake of trainee PWPS at the recruitment open day on Feb 6th and we will look to employ the best candidates but
particularly focussing on those who live in the Aylesbury area.
Sickness December 4.76% V Trust Target 3. 5%
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There has been a slight in months increase in sickness absence, mainly in the inpatient areas in Oxford and the
Forensic pathways.
Bank & Agency December 7.84%V Trust Target 5%
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High agency spend in Bucks due to inpatient wards using the framework when previously there has been minimal
requirement. The increase also reflects cover required for the 2 AMHT’s who since the restructuring have had
difficulty in recruiting a new night team and to fill vacancies in the assessment and treatment functions due to the
increase of referrals from GPs. The services have been recently reviewed and a decision will be made about staffing
levels. In Psychological Services the service relies on agency staff. The spend decreases post September (as above)
but there is still some spend to cover administrative vacancies. These roles are call handlers and without enough
cover the service cannot achieve its targets for seeing referrals for IAPT.
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Directorate Performance – Headlines
Older Peoples Directorate :
Turnover December 13.67% V 12.0% Trust Target
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Turnover in the Directorate is the highest overall across the Trust. There may be historical reasons for this in some services
(such as high vacancy levels and absence rates which impact workload and morale of the rest of the staff group). Attempts
are being made to address root causes (initiatives to assist staff suffering from MSK, back pain and stress / anxiety which
form the majority of sickness absence) and recruitment of trainees in some areas. These initiatives are still being developed
and it is likely that there will be a lengthy lead time before these initiatives are embedded and resulting in an improvement
in the KPI
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Turnover in Community Nursing is highest at 16.5% and a group in the service are looking at some of these issues, involving
HR as necessary (for example in the development of contracts for trainee District Nurses)
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The figure for Management of 16.1% appears high but is actually 1 leaver from a relatively small group. Likewise in Older
People’s Mental Health where there were 5 leavers (2 retirements, 1 redundancy resulting from the Mental Health
Remodelling and 1 relating to HR casework)
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Sickness December 5.47% V 3.5% Trust Target
Sickness absence has seen a decrease from last month of 0.65% but remains the highest across the Trust. This results from
large reductions in absence levels (most notably in Community Hospitals and Urgent Care) and HR casework as well as
individuals returning to work
The Directorate is attempting to work up processes to support staff with MSK and stress / anxiety. However these are at an
early stage and it will be some time before these are implemented
Bank & Agency December 7.07.0% V 5.0% Trust Target
Agency accounts for 7.07% and has increased since last month
The figure of 17.5% in Community Hospitals appears to result from an adjustment made to costings in Finance. The Service
Head has also advised that they have experienced an increase in patients with cognitive issues that require “specialing” i.e.
that is only work with one patient to keep them safe. Agency is not just about vacancies or sickness but acuity of patients
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Directorate Performance – Headlines
Corporate Directorates :
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Turnover December 11.6% V 12.0% Trust Target
Overall turnover is under target, however turnover in some of the corporate directorates is high (albeit in teams with small WTE
staff numbers) R&D which is a normal profile for this area and HR where loss of occupational health staff is an ongoing issue.
National shortages of trained OH practitioners is an issue affecting recruitment and retention.
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Sickness December 3.2% V 3.5% Trust Target
There has been a small increase overall in month in sickness absence . However some focussed work undertaken by HR team
working with Pharmacy, is beginning to deliver some improvements. This work is ongoing and further reductions are being
worked on. Other high sickness areas will be prioritised for attention.
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Bank & Agency December 4.85% V 5.0% Trust Target
Agency spend continues to run high in 2 Corporate areas:
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Decision Support (Cube) but this has reduced in month and is expected to reduce further and will continue to be monitored.
Estates & Facilities has seen further increase in agency use , due to the organisational change. Pending the final outcome of
the plans recruitment into posts is not being undertaken but this will reduce as the new organisation is agreed and posts are
confirmed.
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Directorate Performance
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The following graphs can now be available for all cost centres and will provide additional information to see where
there is a correlation between sickness and or vacancies and bank and agency usage and will provide dat with
which to support manager’s staffing needs.
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ACAP06 Highfield Oxford
WTE Difference By Subjective Code
Example: APTC40 Healthy Minds – Absence and WTE Shortage
Recruitment Data
There was the usual seasonal reduction of vacancies
in December, the number of applications received
also reflect a reduction in number again due to the
Christmas period.
During January and February the Trust will be
attending several national job fairs as well as holding
local open days, the details of these are:
There will be representatives attending from all
Directorates for the national job shows in Milton
Keynes & London as well as resourcing team
members. The local open days will be attended by
representatives of the relevant services as well as the
resourcing team.
Event
Milton Keynes Job Show
Milton Keynes Job Show
Cherwell School Careers Fair
Adult Mental Health
Services
Community Children’s
Nursing Services
London Job Show
London Job Show
Highfield Unit
Whiteleaf
Date
23rd January 2015
10am-6pm
24th January 2015
10am-6pm
22nd January 2015
6pm-8pm
24th January 2015
12pm-5pm
28th January 2015
2pm-6pm
6th February 2015
10am-7pm
7th February 2015
10am-7pm
12th February 2015
2pm-7pm
28th February 2015
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Recruitment Data
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Recruitment Data
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Recruitment Data
This and the previous charts show a trend of
continuous improvement in terms of meeting
turnaround times for recruitment processes
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Recruitment Data
Recruitment Update Nov 14 – Jan 15
Values Based Recruitment
A draft Values Based Behavioural Framework has been produced and was informed by the results of the staff interviews
conducted last summer. This was shared with Directors and Non-executive Directors at the Board Summary in
December. Sign off of the framework is expected in January.
Work has begun on updating recruitment materials and our website pages. Training materials are currently under
development with the first group of managers due to be trained before the financial year end.
Recruitment Action Plan
The Recruitment Action Group has met twice during the last quarter. The main focus of the group has been discussing
candidate attraction strategies. Further detailed work has commenced on identifying temporary accommodation for
new staff ; developing closer links with Universities; recruitment fairs/open days; career progression for HCA’s plus equity
in banding; career progression; and recruitment website/social media.
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Casework Data
Total open cases in the Trust number 97; this
has increased over the year. The number of
staff on suspension is currently 11 and each
suspension is reviewed regularly.
Casework slowed in December except in
Older Peoples where the management of
sickness absence continues to be a priority.
As can be seen overleaf noteworthy is that
all Whistleblowing cases are in Adults and
open cases number 4, the one Employment
Tribunal is in Older People ; of 3 Bullying and
Harassment cases 2 are in Childrens and
Young People and the third is in Older
People.
Casework duration is noticeably improved
over 2013; the one exception is capability
(performance); the Capability policy has just
been reviewed to, amongst other things,
further streamline the process.
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CASEWORK
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CASEWORK
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Staff Health and Wellbeing
Health Checks
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25 members of staff had their free NHS Health Checks at the Whiteleaf Centre on 15 and 18 December delivered by
ToHealth on behalf of Buckinghamshire County Council. Engagement and feedback from staff has been encouraging and
very positive. A summary of feedback will be put together and will be available from February.
London Welsh Rugby Tickets
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London Welsh generously donated 200 free rugby tickets for a European game at the Kassam Stadium on 25 January as a
thank you to Oxford Health NHS FT staff members. A further 200 tickets were secured as the original 200 tickets went within
3 hours.
H2Go
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During January we are encouraging staff to drink more water and supporting Dry January (to give up alcohol). The H2Go
button on the main intranet page signposts staff to useful resources on how much water they should be drinking and tips
on how to increase their fluid intake. Posters which have been requested by staff to put up on wellbeing boards and wards
across the trust were designed by the Communications team.
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Occupational Health
Activity
Referral by Manager
IHR
Reviews
Self Referrals
105
1
50
10
WHA
WHA Appointments
Immunisations
BBV/NSI
Physiotherapy
Work Station assessments
Case Conferences
Triage
Total activities
113 received
44
298
8
12
1
3
1470 appointments
2115
Benefits of an effective Occupational Health
Improving productivity
Contribution towards reduction in sickness costs
Improvement of patient outcomes (healthier staff equals improved
standards of care
Improves morale and staff health
Reduction in risk of litigation against the Trust.
KPIs for the month have all been with set
targets
The activities above exclude the following:
• GP and Specialist request letters
• Transfer of care or Urgent/immediate
responses required by Managers (in which
there was an increase throughout the
month of December)
In addition to the above appointments the
following activities were undertaken:
• Drop-in Flu clinics daily at Littlemore, all
peripatetic clinics and 3 specific flu clinics
(550 flu vaccines given) = 63.2% of front
line staff to date.
• Partnership working with Older peoples
directorate re Fast track Physiotherapy
pilot has commenced and due to be rolled
out February 2015.
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Occupational HealthOccupational
Occupational
Health Health
Occupational Health Strategy
Compliance – to ensure no breach of
legislation or law and that no harm
shall come to employees or the Trust.
Health and wellbeing of all employees
Contribute to sickness absence
management
Move to a proactive service by:
• Improving partnerships (HR,
managers, employees, MDT,
external stakeholders)
• Education (the role of OH,
legislation and responsibilities)
• Exploring smarter ways of delivery
in line with an aging workforce,
including joint working with other
OHDs who are of SEQOHS
standards.
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Occupational Health
This will be achieved by:
• SEQOHS accreditation
Best Practice, gold
standard for OH (premier
league), attractive status
for income generation
• Standardisation of
services – right skill mix
• Calderdale model – Allied
Health Professional case
management
• CALM model – capturing
and maintaining main
health issues to target
specific health and
wellbeing resources
• Stress management
• Greater use of technology
i.e. intranet
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